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Information Technologyin 

Facilities Management

Chris Smeds * smeds@virginia.eduAPPA Institute for Facilities Management

Administrivia

4 QuestionsWrite down one tool that would make your job better/easier/quicker.

What is one thing that if you KNEW it, it would make your job easier/better/quicker?

What is one thing (process) your organization does well?

What is one thing (process) your organization doesn’t do well?

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Demystifying technology

“Today’s cutting edge technology is tomorrow’s broken legacy system.”

Middle Ages Tech Support

http://www.youtube.com/watch?v=pQHX-SjgQvQ

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Kids of Today vs 1980’s Technology

http://www.youtube.com/watch?v=7v75QpvISUs

What is technology?

• The application of scientific knowledge for practical purposes

• Nicholas Carr suggests 4 categories of technology:1) those that extend our physical strength – the plow, hammer, fighter jet2) those that extend the sensitivity of our senses – the microscope, Geiger counter, smoke alarm3) those that reshape nature to better serve our needs – reservoirs, plumbing, genetically modified corn4) those that extend or support our mental powers – calculator, the book, the computer, the Internet

“Technology by itself is not the point.”

‐ Tim Cook

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Information TechnologyIt’s not just for nerds…

• Tools

• Information

• Process

And…

• People

ToolsIf all you have is a hammer, everything looks like a nail.

• Things that help us do our job or get things doneo Email, word processor, spreadsheet, cell phone, GPS

• Easy to see why we use them:o They make us more effectiveo Save time & moneyo Allow us to do things we otherwise couldn’t do

• But, there are challenges:o We have to make them easy to use o Making sure you have the right tool for the job | which is faster: pencil or iPad?o Cost vs. benefit – how do you measure?o “Access to technology” issue

• How do you get tech to people (or vice versa)?• Lost productivity – is he a plumber or a data entry clerk?

InformationJust the facts, ma’am

• Data! Facts! Knowledge!

• Why collect information?o Sometimes, you just have too Measure successo Helps you improve process…o Helps you tell your story

• Different information matters to different peopleWhat information does a mechanic need?What information does a frontline supervisor need?What information does a superintendent need?What information does an executive need?What information does a customer need?

• Reporting vs. Analytics vs. Business Intelligence (BI)

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ProcessThat’s how we roll

• Simply defined: the way we do thingso Some are good … some are, well, bad!

• Why is process important? o We want to do the right things the right wayo Because we don’t want to do bad things more effectively!!!

PeopleMother knows best

• People love change... or do they?o Do people really resist change?

• Change management & unintended consequences

• User experience (UX)o Ease of useo Efficiencyo Aesthetic

• Tribal knowledge

• The ideal IT solution: bake information (collection) into your process – use technology (tools) as needed and REMEMBER the PEOPLE!

Putting it all together…

• What is your mobile technology? Survey says…

• An example… Time Entry

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AiM 8 Mobile Demo

The Value / Role of IT

• Efficiency vs. Effectiveness

• Alignment with Mission, Business Model

• Value

• Operational vs. Strategic

and…

• Innovation

Innovation

BIM in FM video:http://www.youtube.com/watch?v=nHGhH9g4_gg

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Computing everywhere

Wearable tech – too far?

http://www.MyDogsVoyce.com/

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CapturX Smart Pen

Big Data & Analytics: Prism Instep

Google Flu Trends

http://www.google.org/flutrends/us/#US

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Google’s driverless car is now safer 

than the average driver.

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Innovation … What if?

What does innovation really mean to you and me?

• Yesterday:o Reportingo Client-servero Cloud/SAAS/hosted solutions (really about sourcing)o Social

• Today:o Mobilityo Location awarenesso Business Intelligence | Analytics | Big Data | Modeling

• Tomorrow:o Wearable techo Augmented realityo Internet of deviceso 3-D printingo Predictive Analytics | Modelingo Facilities Informatics

Perils of IT• Technology for technology’s sake a.k.a. “Shiny Object

Syndrome”• Cost vs. Benefit• Security• Privacy• Policy

o Privacyo Data managemento Data Protectiono Freedom of Information Act (FOIA) / eDiscoveryo Bring Your Own Device (BYOD)

• Unintended consequences• Risks of reliance on technology

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Sourcing IT

• Commercial Off the Shelf (COTS) Packages vs. In-house development

• Hosting vs. on premise systems

• Contracting vs. in-house development

• Enterprise Resource Planning (ERP) System vs. Best-of-Breed

• System Integration

Brainstorm!Howwould you use…

• iPad (tablet)• iPhone (smartphone)• Google Glass• Augmented Reality• Business

Intelligence/Analytics• A drone• …

• Maintenance• Custodial• Landscape• Project Management• Energy & Utilities• Finance• HR• …

An Interlude(a Public Service Announcement)

• Safe computing

• What is the #1 way attackers compromise systems?

o Us!!!o Social Engineering

• Protect your passwords• Antivirus isn’t enough!• Malware• Phishing

• YOU have to be aware … and suspicious!

• A note on copyright

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What systems are used in Facilities Management?

Evolution of Maintenance Management Systems

• Computerized Maintenance Management System (CMMS)

o Maintenance management

• Enterprise Asset Management System (EAM)o Asset management

Evolution of Maintenance Management Systems

• Computer-Aided Facility Management System (CAFM) aka Facility Management System (FMS)

o Space management, alphanumerical and graphicalo Facility managemento Reactive Maintenance management

• Integrated Workplace Management System (IWMS)o Real Estate and Lease managemento Facilities and Space managemento Maintenance managemento Project managemento Environmental sustainability

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Maintenance Management Systems

• AiM• Maximo• TMA• School Dude

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

Capital Project Management Systems

• Schedule• Financials

o Budgeto Expenseso Forecasting

• Resource Allocation• Project & Portfolio Management

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

Space Management Systems

• Computer-Aided Design (CAD)• Geographic Information Systems (GIS)• Space Management Systems• Building Information Modeling (BIM)• Construction Operations Building Information

Exchange (COBie)

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

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Energy & Utilities Systems

• Building Automation Systems (BAS) & Supervisory Control and Data Acquisition (SCADA)

• Metering• Monitoring• Modeling• Smart buildings• Dashboards

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

Other Systems• Finance• Human Resources• Procurement• Inventory• Document Management• Collaboration (e.g. SharePoint)• Web sites

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

How else are smart organizations (you) using 

IT?

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Imagine…

• What are we going to be using in 2025 (ten years)?

• Think back to your answers to the four questions… o Can you imagine a tool?o What information will you be you utilizing?o How will they change your processes?

Q & A – or other topics

You can be a nerd, too!

Tools

Information

Process

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Did you know? (4.0)

• http://www.youtube.com/watch?v=6ILQrUrEWe8

Xerox inspiration video

http://www.youtube.com/watch?v=rk2ao6rTakA